Client Care Coordinator (Part-Time)

Just Mind Counseling; Austin (CO); Remote; USD 23,000 - 32,000; Part time

Job summary

Just Mind Counseling in Austin, TX is seeking a part-time Client Care Coordinator to handle administrative tasks, phone coverage, reply to client emails, assist clients and the team, and serve as backup for the scheduling team in our large group practice. This role requires about 15 hours per week (roughly 3 hours per day, Monday through Friday), with a preferred window of 10:00am–2:00pm.

Pay is $20/hour, and the ideal candidate is highly organized with customer service or administrative

Qualifications

• Customer service or administrative experience preferred.
• Preference given to applicants with experience or interest in the mental health field.
• Strong organization and attention to detail required.

Responsibilities

• Answer live calls about availability and how to get started.
• Reply to client emails and pass messages between clients and therapists.
• Support scheduling team when short-handed or out.
• Administrative tasks: scanning paperwork and organizing forms.
• Maintain CRM, EMR, and virtual phone systems.

Skills

Customer service

Administrative tasks

Phone handling

Scheduling coordination

CRM/EMR systems

Google Workspace

Multitasking

Tools

CRM system

EMR system

Virtual phone system

Job description

Just Mind is currently hiring a part-time Client Care Coordinator to handle administrative tasks, phone coverage, respond to client emails, assist clients and the team in other ways, and serve as “back-up” for the scheduling team to support our large group counseling practice in Austin. We are looking for a highly organized and efficient worker with availability to work approximately 15 hours/week as part of our Client Care team.

Client Care Coordinator Job Details

• Position: Client Care Coordinator, part-time
• Hours: approximately 15 hours per week, roughly 3 hours per day, Monday through Friday
• Preferred window: 10:00am to 2:00pm, negotiable
• Pay: $20 per hour
• Location: Austin, TX, mostly remote
• Applications close: September 1

Schedule, Pay, and Location

Preference for schedule availability to be between 10:00am to 2:00pm (negotiable) with the ability to work mostly remotely; however, must be able to work approximately 3 hours/day Monday through Friday. Pay is $20/hour. Customer service or administrative experience helpful, with preference given to applicants with experience or interest in the mental health field.

What the Client Care Coordinator Does

Most of the day runs through the phone and the inbox. You will answer live calls from people asking about availability and how to get started, reply to client emails, help with billing questions, and pass messages between clients and therapists. When the scheduling team is short-handed or out, you step in and cover. Between calls there is administrative work: scanning paperwork, keeping hard copy forms stocked, and moving information between our CRM, EMR, and virtual phone systems.

Qualified Applicants Should Be Equipped For The Following Skills/tasks

• Represent the practice as clients’ first point of contact
• Communicate with clients in a manner that is rapport-building and sensitive
• Communicate effectively with therapists and clients via email, text, and phone
• Provide assistance to clients when needed regarding billing-related questions and issues
• Communicate effectively via email, text, and phone, which includes handling live phone calls throughout the day
• Demonstrates proficiency in computer office applications (Google Suite)
• Comfort working with multiple software applications (CRM system, EMR system, virtual phone system, spreadsheets, etc.)
• Comfort with administrative tasks including: scanning paperwork, replenishing hard copy paperwork, etc.
• Work effectively as an autonomous worker as well as part of a collaborative scheduling/intake team
• Must be extremely organized with the ability to problem-solve and prioritize with high attention to detail

Who Tends to Do Well in This Role

This is a good fit if you are organized by default, comfortable being interrupted, and able to hold a warm tone on the tenth call of the morning. People who call a counseling practice are often nervous about reaching out at all, and a coordinator who handles that first conversation well is frequently the reason someone books a session. Prior customer service or administrative work helps. So does an interest in the mental health field, and we give preference to applicants who have one.

About Just Mind

Just Mind is a group counseling practice with office locations in North and South Austin. Our therapists offer counseling services across Austin for individuals, couples, and families. The Client Care team is the first point of contact for almost everyone who reaches us, which is why this role sits close to the center of how the practice runs. You can read more about our practice or see our office locations.